Facilities Operations Coordinator

Facilities Operations Coordinator

The Facilities Operations Coordinator reports to the Vice President of Facilities and works in coordination with the Special Projects Manager to support daily facilities operations. This position assists with scheduling preventive maintenance activities, coordinating vendors and contractors, managing work order requests, and maintaining facilities documentation.

The Facilities Operations Coordinator plays a key role in supporting project coordination, maintenance planning, and operational communication across the Facilities Department to ensure efficient facility operations.

Responsibilities

• Work Order and Maintenance Coordination
• Assist with intake, review, and coordination of work order requests through the 24/7 CMMS system
• Coordinate scheduling of preventative maintenance activities and inspections in collaboration with the Special Projects Manager.
• Monitor work order progress and follow up to ensure timely completion
• Vendor and Contractor Coordination
• Assist with scheduling contractors and vendors for facility maintenance and repair work
• Assist with contractor documentation including insurance certificates and compliance records
• Assist with contractor access, work schedules, and required building documentation
• Project Support
• Assist the Special Projects Manager with coordination of facility improvement projects and capital initiatives
• Help maintain project schedules, documentation, and tracking of project progress
• Assist with maintaining project records including warranties, maintenance documentation, and asset information
• Administrative and Operational Support
• Maintain facility documentation related to service agreements, vendor information, and operational records
• Assist with preparation of operational reports for facility assets
• Provide coordination support for sustainability initiatives and facility programs as directed
• Asset and Equipment Coordination
• Assist with tracking facility assets and equipment records
• Support documentation related to equipment replacement, disposal, recycling, or donation of FF&E items as directed
• Department Communication
• Serve as point of contact for internal facility service requests
• Coordinate communication between Facilities staff, vendors, and other departments regarding maintenance activities
• Assist with scheduling and coordination related to building operations and facility needs
• Other duties as assigned.

Skills & Qualifications

• Strong organizational and coordination skills with high attention to detail
• Ability to manage multiple requests and priorities in a fast-paced environment
• Excellent interpersonal and communication skills with the ability to work across multiple departments
• Ability to work independently while supporting a collaborative team environment
• Strong administrative and documentation management abilities
• Ability to follow oral and written instructions and communicate effectively with others
• Ability to read and interpret basic facility or construction documentation preferred
• Exemplifies the organization's core values: Bold, Proud, and Experience-Obsessed. (BPX) (Required)

Education & Experience

• Required:
• Associate's degree or equivalent work experience in Facilities Management, Business Administration, Construction Management or related field
• Minimum 2-3 years of experience in facilities operations, maintenance coordination, project coordination, or related administrative support role
• Proficiency with Microsoft Outlook, Word, and 24/7 Software or other CMMS systems
• Preferred:
• Experience supporting operations within large commercial facilities, convention centers, hospitals, or campus environments
• Familiarity with building systems including mechanical, electrical, and plumbing systems Experience coordinating contractors or maintenance service providers

Physical Demands

• General Physical Activity:
• Prolonged sitting
• Prolonged standing
• Frequent walking
• Climbing stairs
• Bending or stooping
• Repetitive hand or wrist movement
• Lifting Requirements:
• Lifting up to 25 pounds
• Work Environment:
• Office environment
• Back-of-house or staging areas
• Event-based environment
• Environmental Exposure:
• Variable lighting

The above is intended to describe the general content of and requirements for the performance of the job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. We consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.